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How to Set Up Flat Fees (Per Reservation or Per Night)

VRTrust now supports flat fees that can be applied per reservation or per night. This is ideal for charges like cleaning fees, admin fees, or other fixed costs you want to apply consistently.

Updated today

Follow the steps below to set up a flat fee correctly.

https://www.loom.com/share/21af299d40f24e83b3a314f97f69f49f

Step 1: Navigate to Fees & Commissions

  1. Go to Settings

  2. Select Fees & Commissions

  3. In the top-right corner, click Add Fee

Step 2: Choose “Other Fee”

Flat fees must be created as Other Fees.

  1. Click Add Fee

  2. Select Other Fee

Step 3: Configure the Flat Fee

Fill out the fee details:

Fee Name

We recommend including both the fee name and amount for clarity.

Example:

  • Cleaning Fee – $50

Fee Type

  • Select Flat

Application Method

Choose how the fee should apply:

  • Per Reservation – applied once per booking

  • Per Night – applied for each night of the stay

Amount

  • Enter the flat fee amount (e.g., $50.00)

Step 4: Choose Applicable Channels

Select where the fee should apply:

  • All Channels, or

  • Specific channels such as:

    • Airbnb

    • Booking.com

    • Direct bookings

Step 5: Advanced Settings (Recommended)

Include Reservations

  • Set this to Booked Only

This ensures the fee only applies to reservations that were actually stayed and avoids charging canceled or tentative bookings.

Step 6: Revenue Recognition Timing

Choose when the fee should be recognized:

  • Check-in

  • Check-out

  • Prorated

By default, this will follow your system’s overall revenue recognition setting.

Step 7: Taxes and Accounting Mapping

Taxes

  • Optionally apply VAT or sales tax to the fee if required

Accounts

  • Revenue Account

    • The income earned by the property manager

  • Expense Account

    • The expense charged to the owner and shown on the owner statement

Proper account mapping ensures the fee posts correctly in the general ledger and appears accurately on owner statements.

Summary

Flat fees in VRTrust allow you to:

  • Charge fixed amounts per reservation or per night

  • Control channel-specific application

  • Align revenue recognition with your accounting policy

  • Accurately reflect income and owner expenses

This setup is commonly used for cleaning fees, admin fees, and other standardized charges.

If you’d like, I can also:

  • Convert this into a shorter in-app tooltip version

  • Add a quick checklist version for onboarding

  • Create a video script + screenshots outline for the help center

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